# 3-Way Invoice Match Approval

Review and approve, or report a mismatch on, a supplier invoice assigned to you for match verification.

URL: https://www.procureflow.ai/docs/invoices/invoice-match-approval



<Callout type="info" title="Who can use this?">
  Available to any <GuideRole>Organisation User</GuideRole> who has been assigned as an approver on an invoice match approval step. Finance and admin roles are not required.
</Callout>

<Steps>
  <Step>
    Receive the email notification [#receive-the-email-notification]

    When a supplier invoice is routed to your approval step, ProcureFlow sends you an email from **[dev@mail.procureflow.ai](mailto:dev@mail.procureflow.ai)**.

    The email lists:

    * The supplier name
    * The invoice number
    * The invoice date
    * The invoice amount
    * The linked PO reference

    Click the **Review and verify the match** link to go directly to the approval page.

    <GuideNote>
      **Note:**

       The email subject line reads "You have been assigned as buyer for PO #[PO number]". The step name shown in the email (e.g. "Assign Requestor Approver") corresponds to the approval step configured for your organisation's invoice match workflow.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/01.png" alt="Email notification for invoice match approval" caption="Step 1: Email notification with invoice details and a direct link to the approval page" />
  </Step>

  <Step>
    Review the invoice match [#review-the-invoice-match]

    Under **Header Details**, the review page shows three columns side by side:

    * The **Purchase Order**
    * The **Goods Receipt**
    * The **Vendor Invoice**

    Check that the order amounts, dates, quantities, and payment terms align across all three documents.

    Below this, the **Line Items Details** table compares PO quantity, GR quantity, and invoice quantity for each line, and shows a **Matched** or **Mismatched** verdict per line.

    On the right, the **Match Summary PDF** is pre-loaded for reference. You can also switch between the PO, goods receipt proof, and invoice PDF using the **Documents** panel on the left.

    <GuideNote>
      **Note:**

       The page title shows "Verify 3 Way Match" when a goods receipt exists, or "Verify 2 Way Match" when there is no GR leg (service invoices billed against a milestone). The approval buttons are only shown while the step is still pending. If the invoice has already been decided, the page is read-only.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/02.png" alt="Invoice match review page showing header details, line items, and document preview" caption="Step 2: Full review page: header comparison, line item match results, document list, and PDF preview pane" />
  </Step>

  <Step>
    Approve the match [#approve-the-match]

    If the invoice matches the PO and receipt, approve it:

    1. Click **Approve Match** in the top-right corner. A confirmation dialog opens.
    2. Optionally, enter approval remarks: these are recorded against your approval step and visible to finance.
    3. Click **Confirm Approval** to submit.

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/03.png" alt="Approve Invoice Match confirmation dialog" caption="Step 3: “Approve Invoice Match” dialog with optional remarks field and Confirm Approval button" />
  </Step>

  <Step>
    Confirmation: your signature appears on the Match Summary [#confirmation-your-signature-appears-on-the-match-summary]

    After confirming approval, the **Match Summary PDF** updates immediately.

    * Your step shows a green **SIGNED** badge with your name, signature, and the date and time you approved.
    * Subsequent steps that are still awaiting sign-off show **PENDING**.
    * The status banner at the top reflects overall progress, for example *"Awaiting approval. 1 of 3 approver(s) have signed."*

    <GuideNote>
      **Note:**

       The Match Summary is an internal document. You can open it in a new tab from the document viewer to save or print a copy for your records.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/04.png" alt="Match Summary PDF showing Step 1 as SIGNED and remaining steps as PENDING" caption="Step 4: Match Summary after approval: your step shows SIGNED with your name and timestamp; downstream steps remain PENDING until their approvers act" />
  </Step>

  <Step>
    Report a mismatch [#report-a-mismatch]

    If you find a discrepancy (for example a price difference, quantity shortfall, or wrong payment terms), report it instead of approving:

    1. Click **Report Mismatch**. A dialog opens asking you to describe the discrepancy.
    2. Enter your remarks in the **required** field. You must explain what does not match before you can submit.
    3. Click **Confirm Mismatch** to send.

    <GuideWarning>
      **Important:**

       Reporting a mismatch marks the invoice as mis-matched and immediately notifies finance. This action cannot be undone from the approval page. Finance must take corrective action from the invoice record.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/05.png" alt="Report a Mismatch dialog with required remarks field" caption="Step 5: “Report a Mismatch” dialog; remarks are required before the Confirm Mismatch button submits" />
  </Step>

  <Step>
    Confirmation: mismatch recorded on the Match Summary [#confirmation-mismatch-recorded-on-the-match-summary]

    After confirming a mismatch, the **Match Summary PDF** updates to reflect the outcome:

    * A red **MISMATCH REPORTED** banner appears at the top, stating the document is not authorised for payment.
    * Your approval step shows a red **REJECTED** badge with your remarks and the date and time you reported the mismatch.
    * All downstream approval steps are automatically **CANCELLED**. No further approvers need to act.

    <GuideWarning>
      **Next step for finance:**

       Finance will be notified of the mismatch and must resolve the discrepancy on the invoice record before the approval workflow can be restarted.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/invoices/invoice-match-approval/06.png" alt="Match Summary PDF after mismatch: MISMATCH REPORTED banner, REJECTED step, CANCELLED downstream steps" caption="Step 6: Match Summary after reporting a mismatch: your step is marked REJECTED with your remarks; all downstream steps are CANCELLED" />
  </Step>
</Steps>